Surplus Property Pickup

S-1 Surplus Property Transaction Form

This form is utilized for everything except for items listed for the S-2 form below. Fill out all applicable fields online as handwritten forms will not be accepted. Declaration of surplus and authorization for pick up is completed with the signature of the Department Head, Business Manager, or Designee in the space provided under Dept. Head/Business Mgr/Designee signature.

S-3 Surplus Equipment Decontamination Form

This form is utilized for the formal documentation per UT System Wide Policies & Procedures for equipment previously used in connection with biological, chemical, and/or radioactive materials etc. The form is to be submitted to Surplus along with the S-1 form with the item(s) referenced prior to pick-up by Logistics. Departments will send a copy of S-3 to Safety Office as well. Items that have not been cleaned and/or without formal decontamination documentation should not be released and/or picked up by Logistics personnel. Surplus will not accept items without formal decontamination documentation.

S-2, Surplus Property Transaction/Certification of Sanitization

This form is utilized for surplus computers, loose hard drives, server racks with installed hard drives, or copiers and printers with memory storage only. This form is NOT for monitors, input devices (mice, keyboards etc.), power cords or cables. Fill out all applicable fields online as handwritten forms are not accepted. Declaration of surplus and authorization to proceed is completed with the signature of the Department Head, Business Manager, or Designee in the space provided under Dept. Head/Business Mgr/Designee signature. The department will then contact the ITS Help Desk at 901-448-2222 BEFORE sending the form to Surplus. ITS personnel will schedule a visit to the Department to process the items, sign off on the form(s) and then the Dept. can submit the form to Surplus. Completed forms can be sent electronically to surplus1@uthsc.edu (Preferred Method), or faxed to 901-448-2960, or sent via campus mail to 208 S. Dudley Street to the attention Surplus. If the form is sent electronically or faxed, please do not send a follow-up hard copy. Surplus reviews all forms before they are forwarded to the Facilities dispatcher to schedule a pickup by Facilities Logistics personnel. Alternate arrangements to pick up surplus located away from the main campus in Memphis may be necessary.

Facilities Logistics personnel will present a copy of the S-1 form(s) along with any applicable S-3 form(s) and/or S-2 form(s) to the department upon arrival for pickup.

Department personnel verify that all items on the Surplus S-1 and/or S-2 forms were picked up by Facilities Logistics personnel and the forms are signed and dated.

Surplus takes care, custody and control of the surplus property upon receipt into Surplus; the form(s) are signed, scanned, and then sent electronically to the Department Head, Business Manager, Designee and/or Requestor that originally initiated the pickup of the surplus from the department. The department should retain the signed copy of the form in accordance with University Fiscal Policy.

Surplus forwards the scanned S-1 and/or S-2 form(s) to UTHSC Accounts Payable. They identify any equipment that is on inventory that can be deleted from inventory records, and then they complete the Form T-64 and attach a copy of the signed S-1 and/or S-2 form. All completed documentation is forwarded to Knoxville.

For specifics regarding the pickup and transfer of surplus directly from one department to another, contact Surplus utilizing the information below.